Setting your Parameters
Written by Ariel M. Weinshanker
August 2019
When planning a trip, meeting or event for a group or individual, the best way to stay in control of your choices is to make some decisions before looking at your options. Revisions can always be made during the planning process, but the guidelines often make it much easier to execute your vision. We are always here to talk through your parameters and vision should you require assistance putting words to the feeling in your gut or picture in your head.
The four parameters to consider are: Date(s), Location, Size and Budget. Even if you opt to take input for the events structure by sending your [potential] attendees or members an online interest form, keep in mind what you have already decided you would like.
Dates
When coordinating your experience, there is a benefit to having flexibility with your preferred time, although it is not necessary. At a minimum know the time(s) of year you would like to host your festivities. Consider whether you would like to avoid a holiday-or perhaps focus on holidays. Some social events enjoy greater attendance over a holiday weekend while such a decision can often negatively impact the guest count of Corporate events.
Location
Do you want to be XXX number of hours by bike, car, train or flight from a given destination? Will you have greater attendance if your event is taking place by a body of water? Or perhaps you would like to remove distractions and host your gathering some place secluded. Again, no matter how specific-or not- think about what is important to you in a location. Especially travel time
Size
The size and demographics of a group often dictate the ideal environment and not just from a cost standpoint. It is important to consider the capacity an event (a) would like to exceed and (b) what you estimate to meet. You may want to accommodate 50 people at a dinner but only realistically expect to welcome 25 guests. It is important to keep in mind the expected guest count, especially if “complimentary” access is being built into the cost of the experience. Also, if children are being allowed, is there a minimum age limit? Will they be in a triple or quadruple with their parents?
Smaller + non-traditional accommodation options often cap the number of guests available to travel with a group. On the flip side, some accommodations will only extend group pricing (requiring a contract) to a minimum number of people or rooms.
Peak room nights are often used (the maximum number of guest rooms per night on the evening with the greatest number of rooms). Hotels are often 10 rooms, some are 8 (at double occupancy that is 14-20). Cruise ships often extend special rates to 5-6 cabins (at double occupancy that is about 8-12).
Other considerations involve transportation. When it comes to local retreats where people will drive, remember that some vans can seat up to 5 while others can seat up to 14. If you are interested in a large-scale event, you can rent a charter bus with 56 seats (most average somewhere between 36-60 seats).
Smaller + non-traditional accommodation options often cap the number of guests available to travel with a group. On the flip side, some accommodations will only extend group pricing (requiring a contract) to a minimum number of people or rooms.
Peak room nights are often used (the maximum number of guest rooms per night on the evening with the greatest number of rooms). Hotels are often 10 rooms, some are 8 (at double occupancy that is 14-20). Cruise ships often extend special rates to 5-6 cabins (at double occupancy that is about 8-12).
Other considerations involve transportation. When it comes to local retreats where people will drive, remember that some vans can seat up to 5 while others can seat up to 14. If you are interested in a large-scale event, you can rent a charter bus with 56 seats (most average somewhere between 36-60 seats).
Budget
There is a major difference between not having a budget (let’s get a round of Dom and Caviar for the room) vs. not knowing what a reasonable budget is for your expectations. It is understandable to shy away from making decisions about the unknown. If your hesitation is centered around the latter, communicate this to those helping you plan your event. Share must haves and attributes of your ideal experience when seeking out preliminary pricing.
It is also helpful to decide if you prefer an exceptional value, the best deal at the expense of your experience or something in between. Also, keep in mind, the cost of a 5-star hotel with Butler service may not be the same in different cities, or even across different dates in the same city!
It is also helpful to decide if you prefer an exceptional value, the best deal at the expense of your experience or something in between. Also, keep in mind, the cost of a 5-star hotel with Butler service may not be the same in different cities, or even across different dates in the same city!
Bonus: Deal Breaker(s)
When coordinating a fête it is important to consider your Deal Breaker(s) and communicate them to those working with you.
Vosant Meetings & Travel is ready to assist whether you know exactly what type of experience you are searching for or have just a vague idea.